Managing Form Assignments, Updates, and Visibility in WorkBright
WorkBright provides flexible tools for managing form assignments, updates, and visibility to ensure efficient workflows and avoid unnecessary duplication. Below is a comprehensive guide to help you manage forms effectively.
Overview of Form Management in WorkBright
Forms in WorkBright are assigned to employees based on group memberships. This system allows administrators to control which forms are required for specific employees and manage updates or deletions efficiently. Key strategies include using group assignments, updating existing forms, and archiving outdated forms.
Managing Form Assignments via Groups
To remove a required form from specific employees' lists, adjust their group assignments. Since form assignments are tied to groups, removing an employee from the group associated with a specific form will remove the form from their required list. Note that marking a form as optional will affect all users in the group, not just specific individuals.
Avoiding Duplicate Form Requests
Duplicate form requests can occur if a new form is created with a different title instead of updating an existing one. The system treats the new form as a separate request, requiring all employees in the group to complete it, even if they have already completed a similar form. To prevent this, always update the existing form rather than creating a new one. This ensures that only employees who have not completed the original form will receive the updated request.
Deleting or Archiving Forms
If you need to delete a newly created form, you can either submit paperwork to have the form and its submissions deleted or move the form to an archive or test group. Assigning a form exclusively to an inactive or archive group ensures that no employees will receive it. This is particularly useful for forms that are no longer relevant or need to be phased out.
Best Practices for Form Updates and Visibility
Update Existing Forms: When making changes, update the original form to avoid creating duplicates. This ensures continuity and prevents unnecessary notifications.
Use Archive Groups: Assign outdated forms to an archive or inactive group to remove them from active use without deleting them entirely.
Leverage Group Assignments: Manage form visibility by carefully organizing group memberships, ensuring that only the intended employees receive specific forms.
By following these guidelines, you can streamline form management in WorkBright, reduce errors, and maintain a clear and organized workflow.